Housing Services Coordinator

University of California, Santa Barbara - Santa Barbara, CA4.5

30+ days agoContract
The Housing Services Coordinator is responsible for processes including applications, waiting lists, contract distribution, space allocation, billing and collection for over 10,000 residents annually in 17 diverse buildings and complexes. Provides excellent service and counsels a diverse population of clients regarding application processes, availability, eligibility, policies, procedures, conflict resolution and problem solving for Residence Halls, Undergraduate Apartments, Graduate Apartments, Family Student Housing and Summer Session Housing.

Minimum Requirements

Strong work ethic with capability to work independently within an interdependent team.

Familiarity with Microsoft Office computer programs, specifically Word and Excel (3 years +)

Demonstrated ability to accurately perform detailed work, manage work load, prioritize tasks, exercise judgement and work on multiple projects under the pressure of timelines.

Strong customer service and organizational skills as well as sensitivity to working with a multicultural community including students and families from diverse backgrounds (3 years +)

Excellent written, verbal and interpersonal communication as well as ability to convey complex information obtained from multiple sources.

Sound judgment and ability to maintain a high degree of confidentiality professionalism. Initiative, flexibility and analytical skills are necessary.

Experience learning and working in database systems, and proven ability to quickly learn and work with new software programs.

Desirable Requirements

Familiarity with Room Management System (RMS) and/or Mercury.

Special Conditions of Employment
A little help? Go to Driver's License Requirements or Background Check Guidelines

Satisfactory completion of a fingerprint background check

Other Special Conditions of Employment

Other Recruitment Notes

Optional Applicant Documents

Other Document (1)
Other Document (2)
Other Document (3)

Required Applicant Documents

Resume
Cover Letter

Job Description

FLSA Exemption Status
A little help? Go to Exempt vs. Non-Exempt Employees

Non-exempt

CBU (Collective Bargaining Unit)

CX - Clerical Unit (Teamsters)

ERC (Employee Relations Code)

E

Grade Type

Other

Grade Type

Grade Type

Grade Type

Grade Type

Grade

None

End Date for Other Appointment Type (e.g., Contract or 18-month Career)

Provision Number

Type of Supervision Received
A little help? Go to Degree of Supervision

General supervision

Knowledge, Skills and Abilities

Physical Requirements
Continuously=Activity occurs > 66%
Frequently=Activity occurs 33% to 66%
Occasionally=Activity occurs < 33%
Not Applicable=Activity does not exist

Stand

OCCAS.

Walk

OCCAS.

Sit

OCCAS.

Bend

N/A

Crouch/Squat

N/A

Kneel/Crawl

N/A

Climb

N/A

Reach above shoulder level

N/A

Use keyboard/mouse

FREQ.

Hand Activities: Fine dexterity

FREQ.

Hand Activities: Hand twisting

FREQ.

Hand Activities: Simple grasping

FREQ.

Hand Activities: Power grasping

N/A

Other (please specify activity)

Frequency of Other Activity

N/A

Lifting Activities: Light lifting (< 20 lbs)

N/A

Lifting Activities: Moderate lifting (20-50 lbs)

N/A

Lifting Activities: Heavy lifting (>50 lbs)

N/A

Push/Pull Activities: Light pushing/pulling (< 20 lbs of force)

N/A

Push/Pull Activities: Moderate pushing/pulling (20-50 lbs of force)

N/A

Push/Pull Activities: Heavy pushing/pulling (>50 lbs of force)

N/A

Mental Requirements

Read/Comprehend

FREQ.

Write

FREQ.

Perform Calculations

OCCAS.

Communicate Orally

FREQ.

Reason and Analyze

FREQ.

Other (please specify activity)

Frequency of Other Activity

No Response

Environmental Requirements

Is exposed to excessive noise

N/A

Is around moving machinery

N/A

Is exposed to marked changes in temperature and/or humidity

N/A

Is exposed to dust

N/A

Is exposed to fumes

N/A

Is exposed to gases

N/A

Is exposed to radiation

N/A

Is exposed to microwave

N/A

Drives motorized equipment

N/A

Works in confined quarters

N/A

Other (please specify activity)

Frequency of Other Activity

No Response

Job Duties

Total Percentage of Duties: 100

5
Records

Order of
Imp

Essen
Duty

%

Freq.

Function

Duties

1

Yes

25

Daily

Application Processes

Processes general housing applications by type of facility.

Determines eligibility of applicants using judgment based on data base information, personal interviews conducted by the Representative, and supporting documentation supplied by applicants. Interprets all data in order to adhere to policies.

Evaluates continued eligibility, investigates possible eligibility infractions, and monitors residents' length of stay. Informs residents, at appropriate intervals, of contract termination dates and negotiates appropriate considerations for extensions when necessary, ensuring fairness and availability.

Manages complex waiting lists for all areas of university-owned housing including Residence Halls, Family Student Housing, Undergraduate Apartments and Graduate Apartments analyzing a variety of factors including availability, need, differing levels of priority, and eligibility. Utilizes a high degree of judgment to maintain the integrity of policies, the highest level of occupancy, while also providing a high level of customer service and satisfaction.

Monitors eligibility, compliance and payment for residents that receive housing assistance payments through the Housing and Urban Development (HUD) department in conjunction with HUD agencies from both the city and county of Santa Barbara.

2

Yes

20

Daily

Placements and Records

Coordinates all move-ins, move-outs, vacancies, apartment condition, turnover schedules and room transfers with Administrative Services, Residential Operations, Community Living and other pertinent staff to provide smooth, accurate and efficient service.

Negotiates contract allocation throughout the year based on availability, eligibility and priority to maintain highest possible occupancy. Determines terms with applicants and coordinates contracting, move-in and payment. Verifies all relevant documentation, processes completed contracts and coordinates all details with appropriate Administrative Services, Residential Operations and Community Living staff.

Coordinates assignments for special guarantee and/or priority applicants (faculty, special fellowship recipients, students with disabilities, veterans, foster youth, etc.) to meet their unique and individual needs.

Manages all arrangements for units allocated to visiting faculty and other special campus visitors, such as the Kavli Institute for Theoretical Physics. Works with a variety of departments to both support visitors to UCSB as well as to maintain maximum occupancy in designated apartments.

Organizes and maintains current and historical resident files to comply with university record retention policies. Provides verification and/or references for current and past residents in accordance with FERPA regulations.

Collaborates with the Community Housing Office and utilizes other avenues to maintain maximum occupancy.

Produces resident roster reports quarterly as well as other resident reports to support the needs of various staff and campus departments.

3

Yes

20

Daily

Billing, Account Management and Reconciliation

Initiates weekly, monthly, quarterly and yearly rent charges to bill for a complex a number of (70+) payment options for residents' room and/or board, as well as various security deposits, association fees, late fees, cleaning and damage charges.

Interprets billing accounts for residents, counsels residents in resolving billing issues, and collaborates with Business Services and the BARC Office for issues related to billing issues and problems, to encourage and support prompt and accurate payments.

Follows up on delinquent accounts, counsels students on billing and payment matters and establishes reasonable payment plans with residents to meet individual needs. Issues late rent letters, legal "three-day notices" and initiates eviction proceedings when necessary.

Monitors and initiates record updates for meal plan changes, payment plan changes, room changes and contract cancellations; advises residents of proper procedures specific to their individual circumstances in order to provide accurate and efficient service.

Coordinates processes with other departments requiring collaborative efforts including Dining Services (meal plan uploads), US Post Office (Post Office Box assignments), UCen (Plus Plan Dollars) electronic key access, Mail Services (Santa Catalina and San Clemente mailbox assignments), Police Department (assignment records), Financial Aid Office (financial aid budget) and Transportation and Parking Services (eligibility).

4

Yes

25

Daily

Advising, Information and Outreach

Advises residents, prospective residents, parents, staff and others on all housing and contractual issues, responding to written, email, telephone and in-person inquiries.

Examines confidential residency issues/concerns (such as health, disability, family issues, etc.) and attempts to resolve to support unique individual needs. Makes judgments to pursue resolution and/or coordinate referrals to a variety of other campus departments or channels when appropriate, requiring knowledge of departmental and campus policies, procedures and resources.

Accepts and processes requests for exceptions to provide reasonable flexibility while maintaining the integrity of relevant policies. Advises residents on policies and potential options for exceptional requests. Uses independent judgment to either approve exceptions or refer requests to Exceptions Committee.

Performs intake with residents who are having roommate/neighbor/facilities difficulties. Utilizes independent judgment, conflict resolution skills and problem solving skills to diffuse heated issues, manage stressful situations and resolve difficulties. Determines when issues should be appropriately referred to other stakeholders.

Coordinates tours for Preview Day, Spring Insight and other campus events as needed to support recruitment and retention efforts. Identifies resident volunteers for room/apartment tours, develops schedule, and communicates with the Visitors' Center. Co-trains volunteers, Resident Directors, Assistant Resident Directors, Complex Coordinators, Assistant Complex Coordinators, Resident Assistants and Desk Attendants regarding tour information.

Suggests, drafts and/or reviews relevant and timely information for department website, resident websites, Facebook pages and other tools to supply residents and prospective residents with continuously accurate and up to date information.

Serves as a resource for general contract/resident information to Assistant Directors, Resident Directors and Complex Coordinators.

5

Yes

10

Daily

Committee Work and Misc.

Serves on the Apartment Turnover Committee, the Housing Exceptions Committee and other unit and department committees as needed.

Supports the development and maintenance of a work environment conducive to meeting departmental and campus purpose statements and missions. Initiates communication directly with co-workers and/or supervisor to improve and clarify working relationships, to identify problems and concerns, and to facilitate resolution of work-related issues.

Participates in on-going training and development as appropriate to maintain knowledge and skills required for success.